Assistant Project Manager

Shapiro & Duncan, Inc.; Rockville, Northern (MD, KY); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Shapiro & Duncan, Inc. is seeking an Assistant Project Manager to support the Project Manager in coordinating design-build projects across HVAC and related trades.

The role involves interacting with owners, subcontractors, vendors, and field personnel to ensure timely, accurate project execution. Ideal candidates will have basic HVAC knowledge, 1–2 years in mechanical trades, and proficiency with MS Office.

Qualifications

• Basic knowledge of HVAC mechanical systems.
• 1–2 years’ experience in mechanical/related trade.
• Self-motivated; able to work with minimal guidance and supervision.
• Basic working knowledge of Microsoft Office and Windows operating system.

Responsibilities

• KRA 1: Project Start Up — assist with bonds, insurance, ACC Build setup, planning letters, logs, budget, and document control.
• KRA 2: Contract Requirements/Milestones — assist with submittals, RFIs, review documents, scheduling inspections.
• KRA 3: Purchase Orders — assist creation and management; monitor critical delivery dates.
• KRA 4: Subcontracts - Subcontractors — assist with subcontracts, payroll, OCIP/CCIP enrollment, monthly contractor coordination.
• KRA 5: Change Orders — distribute notices, draft RFPs, post changes, update drawings and schedules.
• KRA 6: Project Closeout — Attic stock, tag logs, balancing reports, warranty letters, as-built collection.

Skills

HVAC basics

1-2 years experience

Microsoft Office

Blueprints reading

Education

Some college coursework/apprenticeship

Job description

COMPANY SUMMARY:

A third generation family-owned business, Shapiro & Duncan has been serving customers in DC, Maryland and Virginia since 1976. The company is known for their award-winning company culture and complex commercial, government and institutional design-build projects that require first-rate performance, work quality and customer service. We specialize in full service mechanical solutions which include engineering, coordination, prefabrication assembly, construction, service and maintenance.

JOB SUMMARY:

TheAssistant Project Manager is a valuable part of the company management team. An individual, that while gaining experience in project management, mirrors all of the duties of the Project Manager. TheAssistant Project Manager must be capable of interacting in a professional manner with all team members from Owner/Contractor, subcontractors, vendors, superintendents and field personnel.

REPORTS TO:

Project Executive (Manager-once-removed is Vice President of Construction).

REQUIREMENTS:

• Basic knowledge of HVAC mechanical systems with 1-2 years’ experience in mechanical/related trade (electrical, HVAC, etc.).
• Self-motivated; able to work with minimal guidance and supervision to achieve time-sensitive goals.
• Basic working knowledge of Microsoft Office and Windows operating system.
• Some college coursework or apprenticeship program completion preferred.
• Possess strong interpersonal skills with positive, service-oriented, professional demeanor.
• Able to work effectively with a diverse set of people.
• Able to read blue prints, drawings and designs.

JOB RESPONSIBILITIES:

KRA 1: Project Start Up

• Assist with ordering Bonds and Certificate of Insurance.
• Work with Project Coordinator to set up the project in ACC Build.
• Assist in preparing for the Planning Meeting.
• Assist with project introduction letters.
• Assist with issuance of Letter of Intents for Subcontractor’s and Vendors.
• Assist the Project Accountant in setting up the project in Timberline.
• Assist the Project Submittal Coordinator with creating the pipe and fitting schedule, valve schedule, and insulation schedule.
• Create the Equipment Delivery Log
• Assist with setting up the Construction Budget.
• Assist with setting up the Change Order Zero Budget.
• Assist with obtaining the permits.
• Assist with the distribution/uploading into ACC Build of Posted Contract Documents that consist of drawings, specification, addendums, bid RFI’s etc.

KRA 2: Contract Requirements/Milestones.

• Assist with assembly of Payment Applications, Bill of Sale andother Payment application documents required.
• Assist with schedule updates.
• Issue RFI and Submittal Dunning Letters.
• Review submittals for compliance with contract documents.
• Manage the submittal process.
• Follow up with Subcontractor’s and Vendor’s to get answers or compliance statements on the submittal review comments.
• Assist the Project Submittal Coordinator with creating and reviewing the submittals for HVAC and PLBG specialty items.
• Assist with creation of Job Hazard Analysis
• Assist with creation of QC plan and QC submittals.
• Assist with scheduling jobsite inspections.

KRA 3: Purchase Orders

• Assist with the creation and management of purchase orders.
• Review schedule with Project Manager to determine critical delivery dates.

KRA 4: Subcontracts - Subcontractors

• Assist with writing subcontracts. Follow up with Subcontractors to receive executed contract.
• Assist with tracking certified payroll.
• Assist with Subcontractor enrollment for OCIP/CCIP insurance plans.
• Contact Sheet Metal, ATC, and Insulation Contractor monthly for copies of their payment applications.
• Create Subcontract change orders as required.
• Assist office personnel with the distribution and tracking of contracts.

KRA 5: Change Orders (PCO’s)

• Distribute Owner/ G.C. RFP, GC RFI’s, Change Notices, Bulletins, ASI’s etc. to S & D team members, vendors and Subcontractors.
• Send Not In Contract notice and Notice of Change Letters to the GC.
• Write RFP to subcontractors and ensure the subcontractors submit their proposal.
• Post PCO’s in Timberline and file copies in ACC Build.
• Update Estimate in Timberline and issue Subcontractor/Commitment Change Orders.
• Inform the Field in writing with what is approve and what is not.
• Issue PCO Dunning Letters to GC.
• Update Drawings and Specification with change documents and RFI response.

KRA 6: Project Closeout

• Develop and track a list of Attic Stock.
• Develop draft valve tag and equipment tag log.
• Track and follow up with balancing reports.
• Assist Commissioning Team with Cx Plan, reports, checklist etc.
• Create the Warranty letter.
• Obtain As-Built from field and subcontractors.

Accessibility: If you need an accommodation as part of the employment process please contact Human Resources at
Phone: [phone]
Email: [e-mail]

Equal Opportunity Employer, including disabled and veterans.

If you want to view the Know Your Rights: Workplace Discrimination is Illegal poster, please choose your language: English – Spanish – Arabic - Chinese